Understand sync triggers between HubSpot and Salesforce

To pass data between HubSpot and Salesforce, records need to be triggered to sync between the two platforms. Various actions and events can trigger a sync between HubSpot and Salesforce. HubSpot also checks for new information that needs to be updated across your HubSpot and Salesforce accounts every 15 minutes and triggers a sync if necessary. 

Automatic sync triggers

• Form submission by a contact.
• Marketing email is sent to/opened by/clicked on by a contact (if sync is turned on for that activity).
• Sales email is sent to/opened by/clicked on by a contact (if sync is turned on for that activity).
• Meeting is scheduled with a contact (if sync is turned on for that activity).
• Call is made to a contact (if sync is enabled for that activity).
• Note is created on a contact record (if sync is turned on for that activity).
• Sales document is viewed by a contact (if sync is turned on for that activity).
• Task is created on a contact record (if sync is turned on for that activity).
• Contact/company/deal property value is updated in HubSpot (subject to field mapping update rules).
• Lead/contact/account/opportunity value is updated in Salesforce (subject to field mapping update rules), unless the value is in a Salesforce formula field.

Please note: if you update the value in a mapped Salesforce field that is included in the formula, that update will trigger a sync. However, updates to a Salesforce formula field will not trigger a sync. Fields included in the formula from other records will not trigger a sync for the record the formula field is on.

• A new Salesforce lead or contact is created (subject to your Salesforce integration settings).
• A new HubSpot contact is created (subject to your Salesforce integration settings). If you're using a Salesforce inclusion segment, any HubSpot contact (new or existing) added to your inclusion segment will trigger a sync.
• Addition of a lead or contact to an active Salesforce campaign via a HubSpot form submission.

Please note: when a lead or contact is removed from an active Salesforce campaign this will not trigger a sync. 

• Changes to lead/contact ownership in HubSpot or Salesforce.
• Lifecycle stage transitions (if the Automatic lifecycle stage transitions setting is turned on).

Contact segments and individual contacts, companies, and deals can be manually synced to Salesforce.

Troubleshoot contact sync errors with Salesforce

As a general rule, contacts will not sync to Salesforce if they:

• Don't have an email address.
• Don't meet the criteria for your Salesforce inclusion segment.
• Don't meet any validation rules that you have set up in Salesforce.

If a HubSpot contact meets the sync criteria, check the Salesforce Sync card on their contact record for errors.

1. In your HubSpot account, navigate to CRM > Contacts.
2. Click the name of the contact.
3. The Salesforce Sync card will display any error(s) preventing the contact from syncing to Salesforce. Click View error detail for more information on what the error is and how to resolve it. Learn more about common Salesforce integration sync errors.

Learn how Salesforce accounts sync to HubSpot as companies and how Salesforce opportunities sync to HubSpot as deals.